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Hard-Copy Application Package Instructions

For those who submitted their online applications by the February 28 deadline, your hard-copy application packages are due in-office TODAY, March 1, by 4:00 p.m. Central Time and must include ALL of the following:

DVD work sample

Submit one (1) DVD work sample.

  • Your work sample must include performance footage that is relevant to your proposed Spotlight Showcase performance and represents the artistic excellence of the artist/ensemble.
  • Do not include news stories or interviews that do not feature significant performance footage.
  • Do not include digital promotional materials (press kit, etc.) with your work sample. These will not be reviewed.

Guidelines

  • Include up to 15 minutes of footage on your work sample. The panel will view 2–3 minutes in the first-round review. If your application is advanced to the second round, the panel will view an additional 2–3 minutes.
  • Edit your work sample to best demonstrate your or your artist/ensemble’s artistic quality. We recommend including some shorter excerpts (30–50 seconds) along with longer excerpts (2–3 minutes).
  • Be sure to include information about where you would like the panel to begin their review (DVD track number and/or time stamp). (If no information is included, your work sample will be played from the beginning.)
  • Chapter your DVD so that staff can easily cue the excerpt(s) you have selected for the panel to review.
  • Music artists/ensembles may also submit an audio CD in addition to their DVD work sample.

Hard-copy promotional materials

Submit three (3) identical hard-copy promotional packets.

  • The following recommendations are a basic foundation from which to build your promotional materials – show off your or your artist/ensemble’s style and strengths by customizing your promo packet.
  • Following these recommendations will maximize the panel’s limited review time.

Guidelines

The foundation of a typical promotional packet includes the following elements; packets will vary depending on the artist/ensemble itself, discipline/genre they represent, outreach activities, etc.

  • Presentation and organization. Polished materials should be professionally presented in a folder/binder in an easy-to-navigate manner.
  • Artist/ensemble bio and/or history of their work. Who is the artist/ensemble and what do they do?
  • Technical requirements. A complete tech rider that may include a stage plot, performance day schedule, and other details.
  • Performance/residency descriptions. Including a fee schedule is solely at the artist/ensemble and/or agent’s/manager’s discretion.
  • High-quality visual images of the artist/ensemble.
  • Presenter recommendation(s), quotes, and/or recent reviews.
  • Additional supporting materials. These may include sample performance programs, teacher’s guides, touring history, promotional ideas for presenters, etc.

PDF summary from online application

If you didn’t already print a copy of the PDF Summary document from your online application, you can print the attachment from your confirmation email, or from the online application system:

  • Return to the online system and log in.
  • On the Main Menu scroll down to where you see your Spotlight Showcase application listed.
  • Click the yellow “View” icon.
  • Print the PDF.

Assembling & submitting your hard-copy application package

Assemble in the following order

  1. One (1) hard copy of the PDF summary of your completed online application
  2. One (1) DVD work sample
  3. Three (3) complete copies of your print promotional materials
    1. Place each complete copy in its own 10” x 13” envelope (or similar size).
    2. Label each envelope with the name of the artist/ensemble.

Mail your package

  • Hard-copy application packages must be received in-office by Thurs., March 1, 2012, 4:00 p.m. CST.
  • Mail your complete application package to:

Midwest Arts Conference Spotlight Showcase Application
Arts Midwest
2908 Hennepin Avenue, Suite 200
Minneapolis, MN 55408

If you are submitting applications for more than one artist/ensemble, you may mail multiple hard-copy application packages together, as long as each applicant’s materials are clearly labeled and separated.